Administrative Assistant - Annenberg School of Nursing

We truly value our employees and are committed to their success! We offer long-term employment opportunities with job stability, as well as support and encouragement for career growth and advancement. Our comprehensive benefits package includes Health, Dental, and Vision insurance, Paid Time Off, 9 Paid Holidays, a 403(b) Retirement Plan with company matching, and company-paid Life Insurance. Join our team and experience a workplace culture that fosters teamwork, growth, and support!

The primary purpose of your job description is to provide secretarial and administrative support to the Director and Assistant Director for the Annenberg School of Nursing (ASN).

As the Administrative Assistant for ASN, you are delegated the authority, responsibility, and accountability necessary for carrying out your assigned duties.

Responsibilities:

• Arrange and coordinate meetings, schedule appointments, and maintain calendar to ensure there are no scheduling conflicts, appointments are on-time, and materials are available.  Reserve facilities.
• Assist in planning faculty meeting agendas and new faculty orientation.
• Take notes and summarize discussions at various meetings.
• Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, editing, and proofreading.
• Make travel and accommodation arrangements.
• Meet weekly with the administrator to discuss administrative and campus needs.
• Ensure that the phone is answered in a quick, warm, and upbeat manner during regular school hours.
• Screen and direct phone calls.
• Assist with check-in, check-out, inquiries, and deliveries.
• Sort incoming mail and attach appropriate file/information to facilitate action if required.
• Manage online updates to the school calendar.
• Maintain and organize student records. Execute student record requests.
• Support planning and execution of school events, including prom and graduation.
• Assist with campus events, attend events as needed or requested by the school.
• Support state compliance requirements.
• Maintain and update handbooks for students, parents, and faculty.
• Serve as an integral part of the crisis management team.
• Keep all necessary office supplies in stock by maintaining inventory and proactive ordering.
• Arrange for office equipment maintenance.
• Organize and mail correspondence.
• Maintain communication about schedule changes to students, and team members.
• Assist the staff, as needed.
• Support the school in maintaining a work environment that fosters learning, respect, open communication, collaboration, and teamwork.
• Juggle competing demands and constituencies while keeping students’ well-being at the center of all decisions.
• Enforce safety protocols of the school to mitigate on-campus risks.
• Collaborate with facilities team to ensure campus facilities are safe, clean, and aesthetically appealing; create facilities requests as needed.
• Organize and maintain the electronic student file system.
• Creating digital presentations.
• Performs other related duties as assigned.

Experience and Skills:

• Bachelor’s degree preferred.
• 2-3 years of administrative assistance experience desired.
• Excellent interpersonal skills.
• Excellent verbal and written communication skills.
• Must be able to read, write, speak, and understand English.
• Well-versed in technology and ability to teach others new technologies.
• Highly proficient with G Suite (Gmail, calendar, docs, sheets, form, slides, etc.), data-management systems, bulk email tools, and other office software.

Join Los Angeles Jewish Health and make a meaningful impact in the lives of seniors in our community. Become part of our compassionate team, dedicated to providing exceptional care and support. Apply today and start making a difference!